The application of the ‘New Sciences’ to Risk and Project Management

PM World Today – May 2010 (Vol XII, Issue V)

PM WORLD TODAY – MONTHLY COLUMN – MAY 2010
1
Series on Advances in Project Management

The application of the ‘New Sciences’ to Risk and Project
Management

By Dr David Hancock

We're better at predicting events at the edge of the galaxy or inside the nucleus of an atom than
whether it'll rain on auntie's garden party three Sundays from now. Because the problem turns
out to be different. We can't even predict the next drip from a dripping tap when it gets irregular.
It's the best possible time to be alive, when almost everything you thought you knew is wrong.
-Arcadia by Tom Stoppard
Introduction

There is a feeling amongst some risk practitioners, myself included, that theoretical risk
management has strayed from our intuition of the world of project management. Historically,
project risk management has developed from the numerical disciplines dominated by a
preoccupation with statistics (Insurance, accountancy, engineering etc.) This has led to a bias
towards the numerical in the world of project management.

In the 1950’s a new type of scientific management was emerging, that of project management.
This consisted of the development of formal tools and techniques to help manage large complex
projects that were considered uncertain or risky. It was dominated by the construction and
engineering industries with companies such as Du Pont developing Critical Path Analysis (CPA)
and RAND Corp developing Programme Evaluation and Review Technique (PERT) techniques.
Following on the heels of these early project management techniques, institutions began to be
formed in the 1970’s as repositories for these developing methodologies. In 1969 the American
Project Management Institute (PMI) was founded; in 2009 the organization has more than
420,000 members, with 250 chapters in more than 171 countries. It was followed in 1975 by the
UK Association of Project Managers (changed to Association for Project Management in 1999)

1
This series on Advances in Project Management was launched with a Guest Editorial by Professor Darren
Dalcher and first article in the December 2009 edition of PM World Today. Please read that introductory
editorial at http://www.pmworldtoday.net/editorials/2009/dec/GuestEditorial-DarrenDalcher.html where
Professor Dalcher explains and sets the stage for articles in this exciting series by leading authors in the
field of project management. Please read previous articles in the series by visiting
http://www.pmworldtoday.net/archives/archives.htm, beginning with the December 2009 edition. Each
month’s article is introduced by Professor Darren Dalcher, editor of the Series on Advances in Project
Management. To read Professor Dalcher’s introduction to this month’s article, click
www.pmworldtoday.net.

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with its own set of methodologies. In order to explicitly capture and codify the processes by
which they believed projects should be managed, they developed qualifications and guidelines to
support them. However, whilst the worlds of physics, mathematics, economics and science have
moved on beyond Newtonian methods to a more behavioural understanding, the so called new
sciences, led by eminent scholars in the field such as Einstein, Lorenz and Feynman. Project and
risk management appears largely to have remained stuck to the principles of the 1950’s.

Risk Management

The general perception amongst most project and risk managers that we can somehow control
the future is, in my opinion, one of the most ill-conceived in risk management. However, we
have made at least two advances in the right direction. Firstly, we now have a better
understanding about the likelihood of unpleasant surprises and, more importantly, we are
learning how to recognise their occurrence early on and subsequently to manage the
consequences when they do occur.

Qualitative and Quantitative Risk

The biggest problem facing us is how to measure all these risks in terms of their potential
likelihood, their possible consequences, their correlation and the public's perception of them.
Most organisations measure different risks using different tools. They use engineering estimates
for property exposures, leading to MFLs (maximum foreseeable loss) and PMLs (probable
maximum loss). Actuarial projections are employed for expected loss levels where sufficient
loss data is available. Scenario analyses and Monte Carlo simulations are used when data is thin,
especially to answer how much should I apply questions. Probabilistic and quantitative risk
assessments are used for toxicity estimates for drugs and chemicals, and to support public policy
decisions. For political risks, managers rely on qualitative analyses of ‘experts’. When it comes
to financial risks (credit, currency, interest rate and market), we are inundated with Greek letters
(betas, thetas, and so on) and complex econometric models that are comprehensible only to the
trained and initiated.

The quantitative tools are often too abstract for laymen, whereas the qualitative tools lack
mathematical rigour. Organisations need a combination of both tools, so that they can deliver
sensible and practical assessments of their risks to their stakeholders. Finally it is important to
remember that the result of quantitative risk assessment development should be continuously
checked against one’s own intuition about what constitutes reasonable qualitative behaviour.
When such a check reveals disagreement, then the following possibilities must be considered:

 A mistake has been made in the formal mathematical development;
 The starting assumptions are incorrect and/or constitute too drastic oversimplification;
 One’s own intuition about the field is inadequately developed;
 A penetrating new principle has been discovered.



Tame messes and wicked problems

One of the first areas to be investigated is whether our current single classification of projects is
a correct assumption. The general view at present appears to treat them as linear, deterministic
predictable systems, where a complex system or problem can be reduced into simple forms for
the purpose of analysis. It is then believed that the analysis of those individual parts will give an
accurate insight into the working of the whole system. The strongly held feeling that science will
explain everything. The use of Gant charts with their critical paths and quantitative risk models
with their corresponding risk correlations would support this view. However this type of problem
which can be termed tame appears to be the only part of the story when it comes to defining our
projects.

Tame problems are problems which have straight-forward simple linear causal relationships and
can be solved by analytical methods, sometimes called the cascade or waterfall method. Here
lessons can be learnt from past events and behaviours and applied to future problems, so that best
practices and procedures can be identified. In contrast ‘messes’ have high levels of system
complexity and are clusters of interrelated or interdependent problems. Here the elements of the
system are normally simple, where the complexity lies in the nature of the interaction of its
elements. The principle characteristic of which is that they cannot be solved in isolation but need
to be considered holistically. Here the solutions lie in the realm of systems thinking. Project
management has introduced the concepts of Programme and Portfolio management to attempt to
deal with this type of complexity and address the issues of interdependencies. Using strategies
for dealing with messes is fine as long as most of us share an overriding social theory or social
ethic; if we don’t we face ‘wickedness’. Wicked problems are termed as ‘divergent’, as opposed
to ‘convergent’ problems. Wicked problems are characterised by high levels of behavioural
complexity.

What confuses real decision-making is that behavioural and dynamic complexities co-exist and
interact in what we call wicked messes. Dynamic complexity requires high level conceptual and
systems thinking skills; behavioural complexity requires high levels of relationship and
facilitative skills. The fact that problems cannot be solved in isolation from one another makes it
even more difficult to deal with people's differing assumptions and values; people who think
differently must learn about and create a common reality, one which none of them initially
understands adequately. The main thrust to the resolution of these types of problems is
stakeholder participation and ‘satisficing’. Many risk planning and forecasting exercises are still
being undertaken on the basis of tame problems that assume the variables on which they are
based are few, that they are fully understood and able to be controlled. However uncertainties in
the economy, politics and society have become so great as to render counterproductive, if not
futile, this kind of risk management that many projects and organisations still practise.

Chaos and Projects

At best I believe projects should be considered as deterministic chaotic systems rather than tame
problems. Here I am not using the term Chaos as defined in the English language which tends to



be associated with absolute randomness and anarchy (Oxford English Dictionary describes chaos
as “complete disorder and confusion”) but based on the Chaos theory developed in the 1960’s.
This theory showed that systems which have a degree of feedback incorporated in them, that tiny
differences in input could produce overwhelming differences in output. (The so called Butterfly
effect see box 1)[Gleick 1987].

Box 1 The Butterfly Effect
In 1961 whilst working on long range weather prediction, Edward Lorenz made a
startling discovery. Whilst working on a particular weather run rather than starting the
second run from the beginning he started it part way through using the figures from the
first run. This should have produced an identical run but he found that it started to
diverge rapidly until after a few months it bore no resemblance to the first run. At first
he thought he had entered the numbers in error. However this turned out to be far from
the case, what he had actually done was round the figures and instead of using the
output of 6 decimal places had used only three (.506 instead of .506127). The
difference one part in a thousand he had considered inconsequential especially as a
weather satellite being able to read to this level of accuracy is considered quite unusual.
This slight difference had caused a massive difference in the resulting end point. This
gave rise to the idea that a butterfly could produce small undetectable changes in
pressure which would considered in the model and this difference could result in
altering the path, delaying or stopping of a tornado over time.
Edward N Lorenz . 1972 Predictability: Does the Flap of a Butterfly's Wings in Brazil
Set Off a Tornado in Texas?



Here chaos is defined as aperiodic (never repeating twice) banded dynamics (a finite range) of a
deterministic system (definite rules) that is sensitive on initial conditions. This appears to
describe projects much better than the linear deterministic and predictable view. In which both
randomness and order could exist simultaneously within those systems. The characteristics of
these types of problem are that they are not held in equilibrium either amongst its parts or with
its environment but are far from being held in equilibrium and the system operates ‘at the edge of
chaos’ where small changes in input can cause the project to either settle into a pattern or just as
easily veer into total discord. For those who are sceptical consider the failing project that
receives new leadership it can just as easily move into abject failure as settle into successful
delivery and at the outset we cannot predict with any certainty which one will prevail. At worst
they are wicked messes.

Conclusion
How should the project and risk professional exist in this world of future uncertainly? Not by
returning to a reliance on quantitative assessments and statistics where none exists. We need to
embrace its complexities and understand the type of problem we face before deploying our
armoury of tools and techniques to uncover a solution, be they the application of quantitative
data or qualitative estimates. To address risk in the future tense we need to develop the concept
of ‘risk leadership’ which consists of:

 Guiding rather than prescribing

 Adapting rather than formalising

 Learning to live with complexity rather than simplifying

 Inclusion rather than exclusion

 Leading rather than managing

The implications of the new concept of risk leadership are described in Table 1 below.
Risk Management Risk Leadership

Works to a defined scope, budget, quality Recognises the possibility of different
and programme. outcomes and tries to ensure that risk
activities are directed towards making an
acceptable set of outcomes more likely

Uses the instrumental lifecycle image of risk Uses concepts and images which focus on
management as a linear sequence of tasks to social interaction among people,
be performed on an objective entity using understanding the flux of events and human
codified knowledge, procedures and interaction, and the framing of projects
techniques, and based on an image of within an array of social agenda, practices,



projects as apolitical production processes. stakeholder relations, politics and power.

Manages process to ensure complicated Develops behaviours and confidence in team
projects of people and technology are kept through scenario planning and team building
running smoothly. to identify and respond to risks and
opportunities.

Establishes detailed steps, processes and Understands the ‘many acceptable futures’
timetables for risk management. proposition and manages risk to produce the
changes needed to achieve the acceptable
outcomes.

Practitioners as implementers of the risk Practitioners as reflective listeners. Learning
process. Training and development which and development facilitates the development
produces: practitioners who can follow of reflective practitioners who can learn,
detailed procedures and techniques, operate and adapt effectively in complex
prescribed by project management methods project environments, through experience,
and tools. intuition and the pragmatic application of
theory in practice.

Applies concepts and methodologies which Applies concepts and frameworks which
focus on risk management for product focus on risk management as value creation.
creation or improvement of a physical Whilst, aware that ‘value’ and ‘benefit’ will
product, system or facility etc and monitored have multiple meanings linked to different
and controlled against specification (quality), purposes for the organisation, project and
cost and time. individual.

Attempts to control risk by monitoring Adapts the risk process to overcome major
results, identifying deviations from the plan political, bureaucratic and resource barriers
and developing mitigation actions to return to to develop change in behaviours through trust
plan. and managing expectations.

Based on the assumption that the risk model Based on the development of new risk
is (assumed to be) the actual ‘terrain’ (i.e. the models and theories which recognise and
actual reality ‘out there’ in the world). take cognisance of the complexity of projects
and project management, at all levels and that
the model is only part of the complex
‘terrain’.

Seeks predictability and order. Has learnt to live with chaos, complexity and
uncertainty and leads through example to a
successful conclusion.



What does this all mean? At the least it means we must apply a new approach for project and risk
management for problems which are not tame. That we should look to enhance our
understanding of the behavioural aspects of the profession and move away from a blind
application of process and generic standards towards an informed implementation of guidance.
That project and risk management is more of an art than a science and that this truly is the best
time to be alive and being in project and risk management.



About the Author:

Dr David Hancock

Author

Dr David Hancock MBA CEng BEng Chartered FCIPD
FIMMM FRSA RRP, is Head of Project Risk for London
Underground part of Transport for London. He has run his
own consultancy, and was Director of Risk and Assurance for
the London Development Agency (LDA) under both Ken
Livingstone and Boris Johnson’s leadership with responsibilities for risk management
activities including health & safety, business continuity and audit for all of the Agency's and
its partner's programmes. Prior to this role, for 6 years he was Executive Resources
Director with the Halcrow Group, responsible for the establishing and expanding the
business consultancy group. He has a wide breadth of knowledge in project management
and complex projects and extensive experience in opportunity & risk management, with
special regard to the people & behavioural aspects Trained in the use of psychometrics he
has use this to produce high performing teams and bring innovation and creativity into
projects. He champions the case for rethinking project management as a social interaction
rather than delivery through the application of process and developed the concept of Risk
Leadership. From 1998-2001 he was responsible for creating and delivering the
Opportunity-Risk management system for the successful £4.2bn Terminal 5 Project at
Heathrow, working with British Airways (BA), British Airports Authority (BAA) and their
suppliers which is considered industry leading in project and opportunity/risk management.
Leading Tony Douglass (Managing Director T5) to write in the Economist in August 2005,
"The most important difference between Terminal 5 and other large building projects has
been the approach to project management and especially to risk".

From 1996-1997 he was the Risk Manager for the £500M Copenhagen Metro project
integrating Companies from 5 different national backgrounds into a single risk
management process. He developed his risk management skills and techniques on the
complex and politically sensitive Nirex underground nuclear waste repository. Before that
he spent 10 years in REME with the Army and the Royal Marines on duty around the globe
in support of helicopter operations. His Clients have included; Ministry Of Defence,
Highways Agency, Qatar Petroleum, BAE Systems and a variety of Engineering
contracting and consulting organisations and he has been involved with many Public
Sector projects including PFI and PPP contracts on water, roads and rail projects. He has



spoken and lectured across Europe, Asia, Africa, North and South America. Educated at
the University of Nottingham where he obtained a degree and PhD in engineering and later
added an MBA from the University of Bath and a political and social science qualification
from the University of Oxford. He is a Chartered Engineer and a Chartered Fellow of the
Institute of Personnel and Development and was the Public sector risk manager of the year
in 2008.

He is presently a board director with ALARM (The National Forum for Risk Management in
the Public Sector), a co-director of the managing partners’ forum risk panel, member of the
programme committee for the Major Projects Association and a visiting Fellow at Cranfield
University in their School of Management.

Dr. David Hancock’s book - Tame, Messy and Wicked Risk Leadership – is due to be
published by Gower in the Advances in Project Management Series in 2010. For
information visit http://www.ashgatepublishing.com/pdf/tis/9780566092428_ROW.pdf


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